Special Event Manager

Position Summary:

Responsible for booking, planning, and managing larger, more complex specialized events and other client events as assigned by the Director of Events. This includes pre-event detailing with clients, on-site coordination with clients and constant communications with internal staff, preferred provider services, and outsourced contractors. Accountable for specific booking generation and event revenues. Special Event Manager is also responsible for supporting events department as needed through project management as assigned by the Director of Events.

Essential Functions/Responsibilities:

Generate convention center business for events with food service functions and other special events.

Create sales leads with meeting planners in new and existing accoutns to identify prospective events and respond to requests for proposal.

Responds to leads from CVB, area hotels, and call-in inquiries, place space on hold in booking softwre and prepares proposals accordingly. Often requiring written or in-person presentations.

Responsible for planning events in center including client tours, advising clients on equipment, personnel required, and anticipated incurred charges as well as supplying the client with needed information and necessary forms to order services at the Center.

Responsible for preparing final event settlement paperwork at the conclusion of events and reviews with client in order to collect final payment prior to event and distributes close-out documents to accounting for final invoice to be prepared.

Responsible for making all departments aware of client’s needs while onsite by generating and distributing work orders and diagrams to internal departments and 3rd Party Vendors.

Responsible for ensuring the setup of each event is complete according to the client’s instructions and agreements and overseeing client services during events.

Provide management for events on-site (radio, client assistance, coverage).

Conducts planning, staff, and operational meetings to ensure smooth production of events and provide support for staff to troubleshoot difficult situations, quick-flip turnovers, or unexpected situations.

Ensures that events conform to local, state, and federal government regulations, and other applicable rules and policies. Helps maintain clean, attractive, accessible, and well-managed convention and community facilities and services.

Works with Community and City Officials as needed to coordinate street closings, parking arrangings, and commuting needs.

Involvement in implementation of new programs and overall development of the Events Department.

Other duties as directed by General Manager, Director of Events, & Executive Staff.

Works Event-driven, Schedule-based shifts, serving as Manager on Duty as needed.

Skills:

Problem Solving – Identifies and resolves in a timely manner; Gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving.

Organization & Time Management- Prioritizes tasks well and completes responsibilities in a timely manner.

Customer Service – Display and set standards for high level of customer service.

Change Management – Developes workable implemntatio plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.

Education and Qualification:

Bachelor’s degree in a related field and 3-5 years of progressively responsible event management experience.

Good interpersonal skills

Excellent communication, teamwork and project management skills needed.

Demonstrated written and oral communication and presentation skills.

Flexible Schedule & Availability to work evenings and weekends.

Excellent computer skills needed – knowledge of convention industry related programs preferred.

Self-directed and self-motivated team player with a positive outlook.

DISCLAIMER

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required and the responsibilities of the position may change.